Procurement Services - Indiana Event Parking RFP.pdf · Men’s Basketball Parking Map, to get more...

Request for Proposal

Procurement Services

Solicitation For: Event Parking Staff Services

Response Due Date: May 10, 2019

Mari Wiesner, Category Management Manager Purdue University

Procurement Services 1801 Newman Road

West Lafayette, IN 47906

Event Parking Staff Request For Proposal, Page 2 of 17

Table of Contents SECTION ONE – General Information and Requested Products/Services .................. 4

1.1 Introduction ............................................................................................................................ 4 1.2 Definitions and Abbreviations ............................................................................................. 4 1.3 Purpose of the RFP ............................................................................................................... 5 1.4 Summary Scope of Work ...................................................................................................... 5 1.5 RFP Outline ............................................................................................................................ 5 1.6 Question/Inquiry Process .................................................................................................... 5 1.7 Due Date for Proposals ........................................................................................................ 6 1.8 Pre-Proposal Conference ...................................................................................................... 6 1.9 Modification or Withdrawal of Offers ................................................................................ 6 1.10 Pricing ...................................................................................................................................... 6 1.11 Proposal Clarifications and Discussions, and Contract Discussions .............................. 6 1.12 Best and Final Offer .............................................................................................................. 6 1.13 Reference Site Visits .............................................................................................................. 7 1.14 Type and Term of Contract .................................................................................................. 7 1.15 Confidential Information ...................................................................................................... 7 1.16 Taxes ........................................................................................................................................ 7 1.17 Secretary of State Registration .............................................................................................. 7 1.18 Compliance Certification ...................................................................................................... 7 1.19 Equal Opportunity Commitment ........................................................................................ 8 1.20 Minority, Women & Veteran’s Business Enterprises RFP Commitment ..................... 8 1.21 Americans with Disabilities Act ........................................................................................... 8 1.22 Summary of Milestones ......................................................................................................... 8 1.23 Evidence of Financial Responsibility (25 IAC 1.1-1-5) .................................................... 8 1.24 Conflict of Interest ................................................................................................................. 9

SECTION TWO – Proposal Preparation Instructions ................................................. 110 2.1 General ................................................................................................................................ 110 2.2 Transmittal Letter ............................................................................................................... 110 2.2.1 Agreement with Requirement in listed in Section 1 ...................................................... 110 2.2.2 Summary of Ability and Desire to Supply the Required Products or Services ......... 110 2.2.3 Signature of Authorized Representative ......................................................................... 110 2.2.4 Respondent Notification ..................................................................................................... 10 2.2.5 Confidential Information .................................................................................................... 10 2.2.6 Other Information .............................................................................................................. 10 2.3 Business Proposal............................................................................................................... 121 2.3.1 General (optional) .............................................................................................................. 121


2.3.2 Respondent’s Company Structure ................................................................................... 121 2.3.3 Company Financial Information ...................................................................................... 121 2.3.4 Integrity of Company Structure and Financial Reporting ............................................ 121 2.3.5 Contract Terms/Clauses ................................................................................................... 121 2.3.6 References ......................................................................................................................... 1312 2.3.8 Authorizing Document ....................................................................................................... 12 2.3.9 Subcontractors ...................................................................................................................... 12 2.3.10 Evidence of Financial Responsibility ................................................................................ 13 2.3.11 General Information ............................................................................................................ 13 2.3.12 Experience Serving Higher Education .............................................................................. 14 2.3.13 Experience Serving Similar Clients .................................................................................... 14 2.3.14 Indiana Preferences .............................................................................................................. 14 2.3.15 Payment ................................................................................................................................ 14 2.4 Technical Proposal ............................................................................................................... 14 2.5 Cost Proposal ........................................................................................................................ 14 2.6 Buy Indiana ........................................................................................................................... 14

SECTION THREE – Proposal Evaluation ............................................................. 15 3.1 Proposal Evaluation Procedure ......................................................................................... 15 3.2 Evaluation Criteria ............................................................................................................... 15 3.2.1 Adherence to Requirements – Pass/Fail ...................................................................... 1716 3.2.2 Management Assessment/Quality (Business/Technical) ...................................................... 16 3.2.3 Cost .... ................................................................................................................................... 16 3.2.4 Buy Indiana ......................................................................................................................... 16

SECTION ONE GENERAL INFORMATION AND REQUESTED PRODUCTS/SERVICES


1.1 INTRODUCTION Purdue University is seeking proposals for Event Parking Staff Services. It is the intent of Purdue University to solicit responses to this Request for Proposals (RFP) in accordance with the statement of work, proposal preparation section, and specifications contained in this document. This RFP is being issued electronically via email. Neither this RFP nor any response (proposal) submitted hereto are to be construed as a legal offer. 1.2 DEFINITIONS AND ABBREVIATIONS Following are explanations of terms and abbreviations appearing throughout this RFP. Other special terms may be used in the RFP, but they are more localized and defined where they appear, rather than in the following list.

Purdue University

Purdue University of West Lafayette, including regional campuses at Purdue Northwest (PNW), and Purdue Fort Wayne (PFW), and all university satellite locations.

Purdue University Department

Purdue University Department means a College, Unit, or other entities engaged in the academic, research, or service mission of the university.

CUF

Commercially Useful Function – A business function that supports the scope of this solicitation

Full Time Equivalent (FTE)

Purdue University defines FTE as a measurement of an employee's productivity when executing the scope of work in this RFP for a specific project or contract. An FTE of 1 would mean that there is one worker fully engaged on a project. If there are two employees each spending 1/2 of their working time on a project that would also equal 1 FTE

Implementation

The successful implementation of Event Parking Staff Services at the Purdue University location as specified in the contract resulting from this RFP

Installation

The delivery and physical setup of products or services requested in this RFP

Products

Tangible goods or manufactured items as specified in this RFP

Proposal

An offer

Respondent

An offeror. Purdue University will not consider a proposal responsive if two or more offerors submit a joint or combined proposal. One entity or individual must be clearly identified as the respondent who will be ultimately responsible for performance of the contract

Services

Work to be performed as specified in this RFP

Total Bid Amount

The amount that the respondent proposes on Attachment C that represents their total, all-inclusive price.

Supplier

Any successful respondent selected as a result of the procurement process to deliver the products or services requested by this RFP

1.3 PURPOSE OF THE RFP The purpose of this RFP is to select a supplier that can satisfy Purdue University’s need for Event Parking Staff Services. It is the intent of Purdue University to contract with a supplier that provides quality Event Parking Staff Services.


1.4 SUMMARY SCOPE OF WORK Purdue University is looking for a partner to assist with game day parking operations (Football, Men and Women’s Basketball). Purdue University is located in West Lafayette, Indiana. Event Overview:

SPORT Number of Events

Avg. Attendance Staffing Numbers (including supervisors)

Number of Hours

Football 6-7 50,000 135 10-15 Men’s Basketball 18-20 14,000 25 5 Women’s Basketball 17-19 4,000 14 5

1) Services may be requested for additional events. Examples Below:

a) Big Ten Championships, or other NCAA Regional, or championship qualification events as determined and requested by Intercollegiate Athletics (ICA). The normal attendance for these events ranges from 500-5,000.

b) Concerts, convocations, or other events staged in ICA facility that are attended en masse and as determined by ICA. Attendance will vary with event type.

These figures are only an estimate and are not to be construed as an amount to be offered under this RFP. Responsibilities: 1) The selected Firm will provide personnel at times prescribed by the University and negotiated with the Firm to

accomplish parking operations related to events. The number of parking lots used and identification of these lots, as well as who is approved to park in the lots, is the responsibility of the University. Collection of fees for paid parking areas is the responsibility of the selected firm and parking tickets issued must be reconciled with fees collected within five (5) working days of the event. The establishment of fees charged to park in paid parking areas or permit parking areas is the responsibility of the University. The University will set parking lot opening times. The selected Firm is responsible for accurate stubbing, cash handling, and parking pass scanning where applicable. Please see Attachment H for overview of Football Parking Data, Attachment I for Football Parking Maps, and Attachment J for Men’s Basketball Parking Map, to get more information about the scope of services.

2) The selected Firm shall have employees working at events dressed in a uniform that presents a casual business image and that is easily recognizable to game spectators and fans (uniform colors must contrast Purdue's Black and Gold). Uniforms must be approved by the Athletic Department. Identification name badges shall be worn and in full view on uniform to help patrons in identification.

3) The selected Firm shall supply all employees with necessary equipment to perform their specified duties proficiently. Examples of such equipment are radios for communication, flashlights, parking vests, etc. The University will provide golf carts for use to expedite movement of staff between posts, as well as for the general supervision of lot staffing and services.

4) The selected Firm shall provide any necessary training for the employees to perform their responsibilities proficiently. Training may include, but is not limited to, proper crowd management, diversity and/or sensitivity training, training in dealing with ADA requirements or helping the challenged, and proper cash handling procedures.

5) The selected firm shall supply the Athletic Department with a written plan of employee recruitment, a written staffing plan, and a written training program. Staffing levels for all events must be approved by the Athletic Department.

6) The selected firm is responsible for recruitment, hiring, payroll, administration, and termination of employees as necessary to staff events as described herein. Said employees are not employees of the University and are not eligible for university benefits or wages. The University shall have the right to participate in the interview and selection process for staff. If the University becomes dissatisfied with the work product or working relationship of any of the firm’s employees or subcontractors assigned to perform services under this agreement, University may request any or all such individuals be removed from their assignment. This request shall not be based upon unlawful discrimination in regards to an employee’s race, religion, national origin, age, gender, sexual orientation or disability or in violation of any applicable local state or federal laws.

Staffing:


1) In addition to supervisors and staff, the selected firm will provide a parking manager to oversee all parking

operations under the scope of this contract and will work with the designated Purdue team in support of the event. 2) Personnel Requirements

a) Individuals eligible to work in the United States, ages 16 years or older b) Capable of any strenuous activities that may be required including standing/walking for long periods of time c) Must be able to read, write, speak, and understand the English language. d) Maintain professional appearance, properly uniformed with required equipment e) All staff must be employees of the Provider at the time of any service f) Passed Background checks

3) Purdue will outline staff reporting times. 4) Provider shall ensure appropriate representation at required meetings including pre- season planning meetings,

weekly operations meetings, and tabletop exercise meetings. 5) The parking manager, or other designee in the absence of the parking manager, will be responsible for the

distribution and awareness of game day documents to staff. These documents will be compiled from a collaborative approach, but ultimately it is the responsibility of the firm to create and distribute the documents. Prior to distribution, documents should be reviewed and approved by University.

6) Selected firm will work with the university to establish service level expectations, to include a penalty option for failure to meet the levels, up to and including termination for default of the contract. It is expected that service level commitments for staffing would not fall below 90% of agreed up on level of coverage for any individual event. No portion of services can be sub-contracted to any outside firm or agency without prior approval of Purdue.

Proposed Cash Handling Procedures: 1) The starting bank will be supplied by Purdue in an amount to be determined. 2) A secure safe/vault will be retained by Purdue for its holding of cash and Lot Tickets/Passes. 3) Money and tickets will then be secured in a safe provided by Purdue. 4) The parking manager will brief sellers, check for personal cash and have them sign for their starting bank and

tickets. 5) The parking manager will deploy sellers to their selling locations. 6) Staff will be monitored by supervisors. Support will be provided by Purdue Police if required. 7) Once a seller has sold a complete roll/sheet of tickets, the lot is sold out or the event has closed, the seller will be

escorted back to the parking office (Location TBD) to calculate their sales and confirm with a supervisor. 8) At completion of event, parking money will be handed over to Purdue Athletics representative. 9) Detailed records of tickets sold for each event will be kept and supplied to the Purdue Manager in conjunction with

the deposit. 1.5 RFP OUTLINE The outline of this RFP document is described below:

Section Description

Section 1 – General Information and Requested Products or Services

This section provides an overview of the RFP, general timelines for the process, and a summary of the products/services being solicited by Purdue University via this RFP

Section 2 – Proposal Preparation Instruction

This section provides instructions on the format and content of the RFP including a Letter of Transmittal, Business Proposal, Technical Proposal, and a Cost Proposal

Section 3 – Proposal Evaluation Criteria This sections discusses the evaluation criteria to be used to evaluate respondents’ proposals

Attachment A MBE/WBE/VBE Participation Plan Form

Attachment B Sample Contract

Attachment C Cost Proposal Template


Attachment D Business Proposal Template

Attachment E Technical Proposal Template

Attachment F Q&A Template

Attachment G Conflict of Interest

Attachment H Football Parking Data

Attachment I Football Parking Map

Attachment J Men’s Basketball Parking Map

1.6 QUESTION/INQUIRY PROCESS All questions/inquiries regarding this RFP must be submitted via email to [email protected] by the deadline of 5:00 p.m. ET on May 3, 2019. Questions/Inquiries must be submitted using on the Q&A Template and sent via email to [email protected]. Respondents questions must be received by the time and date indicated above. Following the question/inquiry due date, Procurement personnel will compile a list of the questions/inquiries submitted by all Respondents. The responses will be sent via email according to the RFP timetable established in Section 1.22. Only answers posted via this email message will be considered official and valid by Purdue University. No Respondent shall rely upon, take any action, or make any decision based upon any verbal communication with any Purdue University employee. Inquiries are not to be directed to any staff member of Purdue University. Such action may disqualify Respondent from further consideration for a contract resulting from this RFP. If it becomes necessary to revise any part of this RFP, or if additional information is necessary for a clearer interpretation of provisions of this RFP prior to the due date for proposals, an addendum will be distributed to all respondents via email correspondence. If such addenda issuance is necessary, Procurement may extend the due date and time of proposals to accommodate such additional information requirements, if required. 1.7 DUE DATE FOR PROPOSALS All proposals must be received via email to [email protected] no later than 5:00 p.m. ET on May 10, 2019. Each copy of the proposal must follow the format indicated in Section Two of this document. Unnecessarily elaborate brochures or other presentations, beyond those necessary to present a complete and effective proposal, are not desired. Late proposal submissions will not be accepted. No more than one proposal per Respondent may be submitted. Purdue University accepts no obligations for costs incurred by Respondents in anticipation of being awarded a contract. 1.8 PRE-PROPOSAL CONFERENCE Not Applicable 1.9 MODIFICATION OR WITHDRAWAL OF OFFERS The Respondent’s authorized representative may withdraw or modify their proposal, prior to the due date. Modification to, or withdrawal of, a proposal received by the Purdue University after the exact hour and date specified for receipt of proposals will not be considered. 1.10 PRICING

mailto:[email protected]




Pricing on this RFP must be firm and remain open for a period of not less than 180 days from the proposal due date. Any attempt to manipulate the format of the document, attach caveats to pricing, or submit pricing that deviates from the current format will put your proposal at risk. Please refer to the Cost Proposal sub-section under Section 2 for a detailed discussion of the proposal pricing format and requirements. 1.11 PROPOSAL CLARIFICATIONS AND DISCUSSIONS, AND CONTRACT DISCUSSIONS Purdue University reserves the right to request clarifications on proposals submitted to Purdue University. Purdue University also reserves the right to conduct proposal discussions, either oral or written, with Respondents. These discussions could include request for additional information, request for cost or technical proposal revision, etc. Additionally, in conducting discussions, Purdue University may use information derived from proposals submitted by competing respondents only if the identity of the respondent providing the information is not disclosed to others. Purdue University will provide equivalent information to all respondents which have been chosen for discussions. Discussions, along with negotiations with responsible respondents may be conducted for any appropriate purpose. Purdue University will schedule all discussions. Any information gathered through oral discussions must be confirmed in writing. A sample contract is provided in Attachment B. Any requested changes to the sample contract must be submitted with your response (See Section 2.3.5 for details). Purdue University reserves the right to reject any of these requested changes. It is Purdue University’s expectation that any material elements of the contract will be substantially finalized prior to contract award. 1.12 BEST AND FINAL OFFER Purdue University may request best and final offers from those Respondents determined by Purdue University to be reasonably viable for contract award. However, Purdue University reserves the right to award a contract on the basis of initial proposals received. Therefore, each proposal should contain the Respondent’s best terms from a price and technical standpoint. Following evaluation of the best and final offers, Purdue University may select for final contract negotiations/execution the offers that are most advantageous to Purdue University, considering cost and the evaluation criteria in this RFP. 1.13 REFERENCE SITE VISITS Purdue University may request a site visit to a Respondent’s working support center to aid in the evaluation of the Respondent’s proposal. Site visits, if required will be discussed in the technical proposal. 1.14 TYPE AND TERM OF CONTRACT Purdue University intends to sign a contract with one or more Respondent(s) to fulfill the requirements in this RFP. The term of the contract shall be for a period of two (2) years from the date of contract execution. There may be two (2) one-year renewals for a total of four (4) years at the Purdue University’s option. 1.15 CONFIDENTIAL INFORMATION Respondents are advised that materials contained in proposals are subject to the Access to Public Records Act (APRA), IC 5-14-3 et seq., and, after the contract award, the entire RFP file may be viewed and copied by any member of the public, including news agencies and competitors. Respondents claiming a statutory exception to the APRA must indicate so in the Transmittal Letter. The Respondent must also specify which statutory exception of APRA that applies. Purdue University reserves the right to make determinations of confidentiality. If the Respondent does not identify the statutory exception, Purdue University will not consider the submission confidential. If Purdue University does not agree that the information designated is confidential under one of the disclosure exceptions to APRA, it may seek the opinion of the Purdue University’s Office of Legal Counsel. Prices are not confidential information.


1.16 TAXES Proposals should not include any tax from which Purdue University is exempt. 1.17 SECRETARY OF STATE REGISTRATION If awarded the contract, the Respondent will be required to register, and be in good standing, with the Secretary of State. The registration requirement is applicable to all limited liability partnerships, limited partnerships, corporations, S-corporations, nonprofit corporations and limited liability companies. Information concerning registration with the Secretary of State may be obtained by contacting:

Secretary of State of Indiana Corporation Division

402 West Washington Street, E018 Indianapolis, IN 46204

(317) 232-6576 www.in.gov/sos

1.18 COMPLIANCE CERTIFICATION

Responses to this RFP serve as a representation that it has no current or outstanding criminal, civil, or enforcement actions initiated by Purdue University, and it agrees that it will immediately notify Purdue University of any such actions. The Respondent also certifies that neither it nor its principals are presently in arrears in payment of its taxes, permit fees or other statutory, regulatory or judicially required payments to Purdue University. The Respondent agrees that Purdue University may confirm, at any time, that no such liabilities exist, and, if such liabilities are discovered, that Purdue University may bar the Respondent from contracting with Purdue University, cancel existing contracts, withhold payments to offset such obligations, and withhold further payments or purchases until the entity is current in its payments on its liability to Purdue University and has submitted proof of such payment to Purdue University.

1.19 EQUAL OPPORTUNITY COMMITMENT There is a reasonable expectation of minority, woman and veteran business opportunities on a contract awarded under this RFP. 1.20 MINORITY, WOMEN, & VETERAN BUSINESS ENTERPRISES RFP COMMITMENT Purdue University strives to contribute to the establishment, preservation, and strengthening of minority, women, and veteran owned businesses. The University encourages the participation of these providers in our procurement activities. Further, the University encourages Firms bidding for major contracts to provide for the participation of these businesses through partnerships, joint ventures, and other contractual opportunities. The University reserves the right to require periodic reports on the usage of secondary suppliers in the performance of major contracts. Respondents shall take all necessary and reasonable steps to ensure that all businesses have the maximum opportunity to compete for and perform work included in the RFP documents. For assistance in identifying MBE/WBE/VBE subcontracting enterprises for your project, contact Purdue University’s Office of Supplier Diversity Development at (765) 494-3739. Purdue University, at its discretion, may waive in part or in whole the minority, woman, and veteran business requirement if in the opinion of Purdue University it would be impractical, or not in the best interest of the University. MBE/WBE/VBE Participation Plan: The MBE/WBE/VBE Participation Plan for products/services under this RFP is included in Attachment A. Purdue University must be able to confirm certification of classification.

• Each Firm can serve as only one classification: MBE, WBE, or VBE. • Firm must provide goods or services specific to the contract. • Must serve a Commercially Useful Function (CUF). The firm must serve a value-added purpose on the

http://www.in.gov/sos


engagement as confirmed by Purdue University. • Respondent shall not be required to utilize, or continue to utilize, any supplier, partner or joint venture in the

event such supplier, partner or joint venture is not adequately performing the services, or is no longer the low cost bidder for their services.

1.21 AMERICANS WITH DISABILITIES ACT The Respondent specifically agrees to comply with the provisions of the Americans with Disabilities Act of 1990 (42 U.S.C. 12101 et seq. and 47 U.S.C. 225). 1.22 SUMMARY OF MILESTONES The following timeline is only an illustration of the RFP process. The dates associated with each step are not to be considered binding. Due to the unpredictable nature of the evaluation period, these dates are commonly subject to change. At the conclusion of the evaluation process, all Respondents will be informed of the evaluation team’s findings.

The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown.

1.23 EVIDENCE OF FINANCIAL RESPONSIBILITY (25 IAC 1.1-1-5) (NOT APPLICABLE) 1.24 CONFLICT OF INTEREST Any person, firm or entity that assisted with and/or participated in the preparation of this RFP document is prohibited from submitting a proposal to this specific RFP. For the purposes of this RFP “person” means an employee, or any individual or entity working with or advising Purdue University or involved in the preparation of this RFP proposal. This prohibition would also apply to an entity who hires, within a one-year period prior to the publication of this RFP, a person that assisted with and/or participated in the preparation of this RFP. Respondent is required to complete the Conflict of Interest Affidavit, Attachment G. PURDUE EMPLOYEE: See Purdue University’s Conflicts of Commitment and Reportable Outside Activities for Purdue employees (III.B.1). Reference the following website: http://www.Purdue University.edu/policies/ethics/iiib1.html

Activity Date Issue of RFP April 29, 2019 Pre-Proposal Conference N/A Deadline to Submit Written Questions May 3, 2019 Response to Written Questions/RFP Amendments May 7, 2019 Submission of Proposals May 10, 2019

Proposal Evaluation TBD Proposal Discussions/Clarifications TBD Oral Presentations TBD Best and Final Offers (if applicable) TBD RFP Award Recommendation May 31, 2019

http://www.purdue.edu/policies/ethics/iiib1.html


SECTION TWO PROPOSAL PREPARATION INSTRUCTIONS

2.1 GENERAL To facilitate the timely evaluation of proposals, a standard format for proposal submission has been developed and is described in this section. All Respondents are required to format their proposals in a manner consistent with the guidelines described below:

Each item must be addressed in the Respondent’s proposal. The Transmittal Letter must be in the form of a letter. The business and technical proposals must be

organized under the specific section titles as listed below. The electronic copies of the proposal submitted via email to [email protected] should be organized

to mirror the sections below and the attachments. Whenever possible, please submit all attachments in their original format.

2.2 TRANSMITTAL LETTER The Transmittal Letter must address the following topics except those specifically identified as “optional.” 2.2.1 Agreement with Requirement listed in Section 1

The Respondent must explicitly acknowledge understanding of the general information presented in Section 1 and agreement with any requirements/conditions listed in Section 1.

2.2.2 Summary of Ability and Desire to Supply the Required Products or Services

The Transmittal Letter must briefly summarize the Respondent’s ability to supply the requested products and/or services that meet the requirements defined in Section 2.4 of this RFP. The letter must also contain a statement indicating the Respondent’s willingness to provide the requested products and/or services subject to the terms and conditions set forth in the RFP including, but not limited to Purdue University’s mandatory contract clauses.

2.2.3 Signature of Authorized Representative

A person authorized to commit the Respondent to its representations and who can certify that the information offered in the proposal meets all general conditions including the information requested in Section 2.3.4, must sign the Transmittal Letter. In the Transmittal Letter, please indicate the principal contact for the proposal along with an address, telephone and fax number as well as an e-mail address, if that contact is different than the individual authorized for signature.

2.2.4 Respondent Notification

Unless otherwise indicated in the Transmittal Letter, Respondents will be notified via e-mail. It is the Respondent’s obligation to notify the Purdue University of any changes in any address that may have occurred since the origination of this solicitation. Purdue University will not be held responsible for incorrect vendor/contractor addresses.

2.2.5 Confidential Information Respondents are advised that materials contained in proposals are subject to the Access to Public Records Act (APRA), IC 5-14-3 et seq. (see section 1.15). Provide the following information: • List all documents where claiming a statutory exemption to the APRA; • Specify which statutory exception of APRA that applies for each document; • Provide a description explaining the manner in which the statutory exception to the APRA applies

for each document.

2.2.6 Other Information This item is optional. Any other information the Respondent may wish to briefly summarize will be acceptable.



2.3 BUSINESS PROPOSAL The Business Proposal must address the following topics except those specifically identified as “optional.” The Business Proposal Template is Attachment D. 2.3.1 General (optional)

This section of the business proposal may be used to introduce or summarize any information the Respondent deems relevant or important to Purdue University’s successful acquisition of the products and/or services requested in this RFP.

2.3.2 Respondent’s Company Structure

The legal form of the Respondent’s business organization, the state in which formed (accompanied by a certificate of authority), the types of business ventures in which the organization is involved, and a chart of the organization are to be included in this section. If the organization includes more than one product division, the division responsible for the development and marketing of the requested products and/or services in the United States must be described in more detail than other components of the organization.

2.3.3 Company Financial Information

This section must include the Respondent’s financial statement, including an income statement and balance sheet, for each of the two most recently completed fiscal years. The financial statements must demonstrate the Respondent’s financial stability. If the financial statements being provided by the Respondent are those of a parent or holding company, additional financial information should be provided for the entity/organization directly responding to this RFP.

2.3.4 Integrity of Company Structure and Financial Reporting

This section must include a statement indicating that the CEO and/or CFO has taken personal responsibility for the thoroughness and correctness of any/all financial information supplied with this proposal. The particular areas of interest to Purdue University in considering corporate responsibility include the following items: separation of audit functions from corporate boards and board members, if any, the manner in which the organization assures board integrity, and the separation of audit functions and consulting services. Purdue University will consider the information offered in this section to determine the responsibility of the Respondent under IC 5-22-16-1(d). The Sarbanes Oxley Act of 2002, H.R. 3763, is NOT directly applicable to this procurement; however, its goals and objectives may be used as a guide in the determination of corporate responsibility for financial reports.

2.3.5 Contract Terms/Clauses

A sample contract that Purdue University expects to execute with the successful Respondent(s) is provided in Attachment B. This contract contains both mandatory and non-mandatory clauses. Mandatory clauses are listed below and are non-negotiable. Other clauses are highly desirable. It is Purdue University’s expectation that the final contract will be substantially similar to the sample contract provided in Attachment B. In your Transmittal Letter please indicate acceptance of these mandatory contract terms. In this section, please review the rest of the contract and indicate your acceptance of the non-mandatory contract clauses. If a non-mandatory clause is not acceptable as worded, suggest specific alternative wording to address issues raised by the specific clause. If you require additional contract terms please include them in this section. To reiterate it is Purdue University’s strong desire to not deviate from the contract provided in the attachment and as such Purdue University reserves the right to reject any and all of these requested changes.

The mandatory contract terms are as follows:

Term and Termination Penalties/Interest/Attorney’s Fees Rights in the Work Product


Security of Restricted Data (when IT related) Information Technology Enterprise Architecture Requirements (when IT related/product

interfaces with Purdue’s IT) Sex Offender Registry Check Governing Law Funding Cancellation Compliance with Government Statutes and Regulations Debarment and Suspension Indemnification Non-Discrimination Insurance Conflict of Interest (same as Non-collusion)

Any or all portions of this RFP and any or all portions of the Respondents response may be incorporated as part of the final contract

2.3.6 References

The Respondent must include a list of at least three (3) clients for whom the Respondent has provided products and/or services that are the same or similar to those products and/or services requested in this RFP. Information provided should include the name, address, and telephone number of the client facility and the name, title, and phone/fax numbers of a person who may be contacted for further information.

2.3.7 Registration to do Business

Selected out-of-state Respondents providing the products and/or services required by this RFP must be registered to do business within the State by the Indiana Secretary of State. The address contact information for this office may be found in Section 1.17 of the RFP

2.3.8 Authorizing Document

Respondent personnel signing the Transmittal Letter of the proposal must be legally authorized by the organization to commit the organization contractually. This section shall contain proof of such authority. A copy of corporate bylaws or a corporate resolution adopted by the board of directors indicating this authority will fulfill this requirement.

2.3.9 Subcontractors

The Respondent is responsible for the performance of any obligations that may result from this RFP, and shall not be relieved by the non-performance of any subcontractor. Any Respondent’s proposal must identify all subcontractors and describe the contractual relationship between the Respondent and each subcontractor. Either a copy of the executed subcontract or a letter of agreement over the official signature of the firms involved must accompany each proposal.

Any subcontracts entered into by the Respondent must be in compliance with Purdue University statutes, and will be subject to the provisions thereof. For each portion of the proposed products or services to be provided by a subcontractor, the technical proposal must include the identification of the functions to be provided by the subcontractor and the subcontractor’s related qualifications and experience.

The combined qualifications and experience of the Respondent and any or all subcontractors will be considered in Purdue University’s evaluation. The Respondent must furnish information to Purdue University as to the amount of the subcontract, the qualifications of the subcontractor for guaranteeing performance, and any other data that may be required by Purdue University. All subcontracts held by the Respondent must be made available upon request for inspection and examination by appropriate Purdue University officials, and such relationships must meet with the approval of Purdue University. The Respondent must list any subcontractor’s name, address and the state in which formed that are proposed to be used in providing the required products or services. The subcontractor’s responsibilities under the proposal, anticipated dollar amount for subcontract, the subcontractor’s form of organization, and an indication from the subcontractor of a willingness to carry out these


responsibilities are to be included for each subcontractor. This assurance in no way relieves the Respondent of any responsibilities in responding to this RFP or in completing the commitments documented in the proposal. The Respondent must indicate which, if any, subcontractors qualify as a Minority, Women, or Veteran Owned Business. See Section 1.20 and Attachment A for Minority, Women, and Veteran Business Participation.

2.3.10 Evidence of Financial Responsibility Not Applicable

2.3.11 General Information Each Respondent must enter your company’s general information including contact information.

2.3.12 Experience Serving Higher Education Institutions Each Respondent is asked to please provide a brief description of your company’s experience in serving higher educational institutions.

2.3.13 Experience Serving Similar Clients

Each Respondent is asked to please describe your company’s experience in serving clients of a similar size to Purdue University that also had a similar scope. Please provide specific clients and detailed examples.

2.3.14 Payment Purdue University’s available payment terms are as follows: o ACH Options:

• 3% 10, Net 45 • 2% 20, Net 45 • 1% 30, Net 45 • Net 45, no discount

o Pay immediately, payment method “Virtual Credit Card”

For more information about the “Virtual Credit Card” accelerated payment program, visit https://www.purdue.edu/business/account/acctpay/sua.html

2.4 TECHNICAL PROPOSAL The Technical Proposal must be divided into the sections as described below. Every point made in each section must be addressed in the order given. The same outline numbers must be used in the response. RFP language should not be repeated within the response. Where appropriate, supporting documentation may be referenced by a page and paragraph number. However, when this is done, the body of the technical proposal must contain a meaningful summary of the referenced material. The referenced document must be included as an appendix to the technical proposal with referenced sections clearly marked. If there are multiple references or multiple documents, these must be listed and organized for ease of use by Purdue. The Technical Proposal Template is Attachment E.

2.5 COST PROPOSAL The Cost Proposal Template is Attachment C. The Cost Proposal must be submitted in the original format. Any attempt to manipulate the format of the Cost Proposal document, attach caveats to pricing, or submit pricing that deviates from the current format will put your proposal at risk. Cost Proposal Narrative The Respondent should provide a brief narrative (not longer than two pages) in support of each Cost Proposal item. The narrative should be focused on clarifying how the proposed prices correspond directly to the Respondent's Technical Proposal. For example, evaluators will expect detailed explanation of Maintenance and Support to correspond to Maintenance and Support items if described in the Technical Proposal. Cost Assumptions, Conditions and Constraints The respondent should list and describe as part of its Cost Proposal any special cost assumptions, conditions, and/or constraints relative to, or which impact, the prices presented on the Cost Schedules. It is of particular importance to

https://www.purdue.edu/business/account/acctpay/sua.html


describe any assumptions made by the respondent in the development of the respondent's Technical Proposal that have a material impact on price. It is in the best interest of the respondent to make explicit the assumptions, conditions, and/or constraints that underlie the values presented on the Cost Schedules. Assumptions, conditions or constraints that conflict with the RFP requirements are not acceptable. 2.6 BUY INDIANA Purdue University’s goal is to provide opportunity and increase spend with Indiana businesses. Definitions and details noted below as defined by the State of Indiana. See Indiana business in Business Proposal Template Attachment D. Defining an Indiana Business: “Indiana business” refers to any of the following:

(1) A business whose principal place of business is located in Indiana. (2) A business that pays a majority of its payroll (in dollar volume) to residents of Indiana. (3) A business that employs Indiana residents as a majority of its employees. (4) A business that makes significant capital investments in Indiana. (5) A business that has a substantial positive economic impact on Indiana.

Substantial Capital Investment: Any company that can demonstrate a minimum capital investment of $5 million or more in plant and/or equipment or annual lease payments of $2.5 million or more shall qualify as an Indiana business under category #4. If an out of state company does not meet one of these criteria, it can submit documentation/justification to the State for review for inclusion under this category. Substantial Indiana Economic Impact: Any company that is in the top 500 companies (adjusted) for one of the following categories: number of employees (DWD), unemployment taxes (DWD), payroll withholding taxes (DOR), or Corporate Income Taxes (DOR); it shall qualify as an Indiana business under category #5. If a Respondent needs assistance in determining if its business qualifies under this criterion, please send an email inquiry to [email protected] and you will receive a response within forty-eight (48) hours. If an out of state company does not meet one of these criteria, it can submit documentation/justification to the State for review for inclusion under this category. It is the Respondent’s responsibility to confirm its Buy Indiana status for this portion of the process. If a Respondent has previously registered its business with IDOA, go to http://www.in.gov/idoa/2464.htm and click on the link to update this registration. Click the tab titled Buy Indiana. Select the appropriate category for your business. Respondents may only select one category. Certify this selection by clicking the check box next to the certification paragraph. Once this is complete, save your selection and exit your account. Respondents that have not previously registered with IDOA should go to http://www.in.gov/idoa/2464.htm and click on the link to register. During the registration process, follow the steps outlined in the paragraph above to certify your business’ status. The registration process should be complete at the time of proposal submission. The Respondent’s Buy Indiana status should be finalized when the RFP response is submitted to Purdue.


http://www.in.gov/idoa/2742.htm

http://www.in.gov/idoa/2742.htm


SECTION THREE PROPOSAL EVALUATION

3.1 PROPOSAL EVALUATION PROCEDURE Purdue University has selected a group of personnel to act as a proposal evaluation team. Subgroups of this team, consisting of one or more team members, will be responsible for evaluating proposals with regard to compliance with RFP requirements. All evaluation personnel will use the evaluation criteria stated in Section 3.2. The Managing Director of Service Enterprises, Purdue University, or their designee will, in the exercise of their sole discretion, determine which proposals offer the best means of servicing the interests of Purdue University. The exercise of this discretion will be final. The procedure for evaluating the proposals against the evaluation criteria will be as follows:

3.1.1 Each proposal will be evaluated for adherence to requirements on a pass/fail basis. Proposals that are

incomplete or otherwise do not conform to proposal submission requirements may be eliminated from consideration.

3.1.2 Each proposal will be evaluated on the basis of the categories included in Section 3.2. A point score has

been established for each category. 3.1.3 Based on the results of this evaluation, the qualifying proposal determined to be the most

advantageous to Purdue University, taking into account all of the evaluation factors, may be selected for further action, such as contract negotiations. If, however, it is decided that no proposal is sufficiently advantageous to Purdue University, Purdue University may take whatever further action is deemed necessary to fulfill its needs. If, for any reason, a proposal is selected and it is not possible to consummate a contract with the Respondent, Purdue University may begin contract preparation with the next qualified Respondent or determine that no such alternate proposal exists.

3.2 EVALUATION CRITERIA Proposals will be evaluated based upon the proven ability of the Respondent to satisfy the requirements of the RFP in a cost-effective manner. Each of the evaluation criteria categories is described below with a brief explanation of the basis for evaluation in that category. The points associated with each category are indicated following the category name. For further information, please reference Section 3.2.3 below. If any one or more of the listed criteria on which the responses to this RFP will be evaluated are found to be inconsistent or incompatible with applicable federal laws, regulations or policies, the specific criterion or criteria will be disregarded and the responses will be evaluated and scored without taking into account such criterion or criteria.

Summary of Evaluation Criteria: (Points for #2 & #3 should be adjusted based on the RFP)

Criteria Points

1. Adherence to Mandatory Requirements Pass/Fail

2. Management Assessment/Quality (Business and Technical Proposal) 30 (available points)

3. Cost (Cost Proposal) 70 (available points)

100

4. Buy Indiana 1


All proposals will be evaluated using the following approach: Step 1 In this step proposals will be evaluated only against Criteria 1 to ensure that they adhere to Mandatory Requirements. Any proposals not meeting the Mandatory Requirements will be disqualified. Step 2 The proposals that meet the Mandatory Requirements will then be scored based on Criteria 2 and 3 ONLY. This scoring will have a maximum possible score of 100 points. All proposals will be ranked on the basis of their combined scores for Criteria 2 and 3 ONLY. This ranking will be used to create a “short list”. Any proposal not making the “short list” will not be considered for any further evaluation. Step 2 may include one or more rounds of proposal discussions, oral presentations, clarifications, demonstrations, etc. focused on cost and other proposal elements. Step 2 may include a second “short list”. Step 3 The short-listed proposals will then be evaluated based on all the entire evaluation criteria outlined in the table above. If Purdue University conducts additional rounds of discussions and a BAFO round which lead to changes in either the technical or cost proposal for the short listed Respondents, their scores will be recomputed. The section below describes the different evaluation criteria.

3.2.1 Adherence to Requirements – Pass/Fail Respondents passing this category move to Phase 2 and proposal is evaluated for Management Assessment/Quality and Price.

The following 2 categories cannot exceed 100 points. 3.2.2 Management Assessment/Quality (Business/Technical) – (30 points) 3.2.3 Cost– (70 points)

Total Cost scores will be normalized to one another, based on the lowest cost proposal evaluated. The lowest cost proposal receives a total of (70) points. The normalization formula is as follows:

• Respondent’s Cost Score = (Lowest Cost Proposal / Total Cost of Proposal) X 70

3.2.4 Buy Indiana Respondents qualifying as an Indiana Company as defined in Section 2.6 will receive (1 point) in this category.

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